With shared tasks in Google Chat and Google Docs, you can:
- Assign a task to someone to complete.
- Check the status of a shared task.
- Update a shared task from a shared surface, like a space or a document.
- Update a shared task assigned to you from your personal task list.
Tip: You can neither create a subtask nor repeat shared tasks.
Learn how shared tasks work
You can create and assign a shared task in:
- A space in Google Chat. Learn about shared tasks in Chat.
- Google Docs for eligible Google Workspace plans. Learn about shared tasks in Google Docs.
When shared tasks are assigned to you:
- Shared tasks go into your default list in Tasks, but you can move them into different lists.
- Your task appears in:
- Your personal task list
- Shared spaces, like a chat space or document
- Google Calendar, if the task has a date and time
- You can edit or delete the task.
- Changes are reflected on your assigned shared tasks in a space or document.
- If you have access to the space or document history, you can confirm who completed the task or changed the assignee.
Tip: You can report an assigned task as spam from a shared surface, like a space or document. Learn how to report assigned tasks as spam.
Learn about shared tasks notifications
- You receive notifications when tasks are:
- Created
- Assigned, reassigned, or unassigned
- Completed or marked as incomplete
- Deleted without being completed
- In Chat, you receive notifications about the tasks in the space.
- In Google Docs, you receive email notifications, which includes the email address of the assignee. You also get notifications when the date or title changes.
Tip: For any task changes you make yourself, you won’t get notifications.
Learn about deleted shared tasks
When a shared task is deleted, it’s removed from your personal task list and the shared space.
- If the task is in Chat: Any related messages remain in the space until you delete them.
- If the task is in Google Docs and you:
- Have edit access:
- The task no longer shows in the document, but the checklist item and text remain.
- Don’t have edit access:
- The task shows as deleted next to the checklist item.
- Any collaborators with edit access can accept these changes.
- Tasks continue to show in the list stream until the deletion is accepted.
- Have edit access:
Important: To review deleted tasks, go to “Version history” in the document. Learn how to find what’s changed in a document.
If the space or document is deleted:
- In Chat: All tasks are deleted from that space and their assignee’s personal task list.
- In Google Docs: All tasks stay on your personal task list but you can’t view the linked doc because it’s deleted.
If a Google Account is deleted:
- In Chat: Shared tasks assigned to you are unassigned but remain in the space.
- In Google Docs: Shared tasks assigned to you remain in the document but are assigned to an unknown user.
If you lose access to the space or document:
- Your tasks remain assigned to you. Changes you make are reflected in the shared space.
- Tip: In Google Docs, a collaborator with edit access has to accept your changes before they’re applied.
